The Key Steps
Navigating to Your Opportunities Board
- Click on the People icon
- Select Opportunities under the Management section
Adding a New Phase
- Click on the Phase field
- Select the contact type you want to add a phase to from the drop-down menu
- Click on the New Phase button
- Give the new phase a name and a description
- Click on the Create button
Adding Tasks or Notes
- Click on the Phase field
- Select the phase type of the contact you want to view
- Click on the desired contact’s name
- Fill out the ‘Add a Task’ or ‘Add a Note’ field
- Click on the Save button
- Click on the Communication icon
- Select Triggers under the Journeys section
- Select either ‘Time as Type’ or ‘Phase Changed’ as the trigger action
- Click on the Add Action button to add the actions you want to be automated
- Change the Status to Published
👇 For more detailed steps, refer to the article below:
Optimizing your Opportunities Board
The opportunities board is a great way to track both leads and members. By moving your contacts through phases in the opportunities board you can build triggers to automate communication.
To access your opportunities board, click on the People icon and select Opportunities under the Management section.
Your opportunities board is set up with the following main phases: contact, lead, trial, member, past member, and past trial. Within these main phases, you can build out more specific phases you can customize, like Trial - Attended or Trial - No Show.
To create a new phase, click on the Phase field. You will then select from the drop-down list the main phase that you want to add phase to.
When you open the board for your main phase, there will initially only be one existing phase within it.
To create a new phase, click on the blue New Phase button.
On the New Lead Phase page, give your new phase a descriptive name.
In the description box, you can elaborate on when people will be moved into this phase.
In the example below, the phase First Trial Class attended phase is where you would move a New Trial member after they attend their first class. You could then create a trigger to automatically send the member a text once they are moved to this phase congratulating them on completing their first class.
Make sure that once you have finished entering the content for your phase, you click on the blue Create button.
Adding Tasks and Notes from the Opportunities Board
A convenient feature in the opportunities board is the ability to directly add tasks and notes to a contact’s profile. This is helpful if you want to add a task to follow up with a member based on what phase they are in.
To add a task or a note, first click on the name of the contact you want to edit from within the opportunities board. This will open a pop-up where you can either add a task or add a note related to that contact.
If you add a task, make sure to click open the due date field and select what time and date you want this task to be completed.
To assign the task to a specific staff member, click on the ‘Assign to staff member’ button to pick one of your staff members.
Click on the Save button when you are done.
If you add any notes in the ‘Add a note’ field, make sure to click on the Save button.
To move the contact from one phase to another, you can click their name on the opportunities board and drag it to the next phase.
Contacts will automatically be moved from one of the main contact types based on if they sign up for a trial/full membership or cancel their membership.
The best way to optimize your opportunities board is to create triggers that automate communication with your leads and members, based on what phase they are in. Two options you have to set off automations based on your opportunities board are ‘Time as a Type’ and ‘Phase Changed’.
For a refresher on how to build triggers, check out this help article.
When you are building out a trigger, you could select ‘Time as a Type’ to kick off actions in your system. Once you select this option, you will need to specify which type in particular you want to initiate this trigger and how long an individual needs to be in that particular type.
In the example below, the trigger will be initiated after a contact has been in the ‘Trial’ type for 14 days. Once someone has been in the trial type for 14 days, the contact will be texted with a deal to sign up for a membership.
Another option you have to set off triggers is the ‘Phase Changed’ option. Once you select this option to kick-off your trigger, you will need to indicate what phase the contact was in and what phase they changed to.
In the example below, if a contact is moved from the ‘Lead - Attended Free Trial’ phase to the ‘Member - New Member’ phase, they will be removed from the New Lead campaign and have the Trial tag removed from their profile.